How to Create SOP Writing Guidelines

The third stage of the
procedure writing process involves setting up a framework
whereby all the different writing activities are formalized.

This
means that before the team starts writing the procedures, you can
explain to them how the writing process to works and what is
expected of each person.

SOP Writing Guidelines

To ensure that the procedures are written to the company
standard, reviewed correctly, and reports are generated on time,
establish a set of guidelines that shows each writer how the
process works.

For example:

What is expected of each writer?

Not everyone is expected to write all the material. Some will
develop process flows, while others may specialize in editing the
documents or submitting them to the Document Management System.

How should they circulate the procedures?

Most documents will be written in MS Word or another writing
tool. After the first draft is completed, is must be circulated for
review. Show the writers how to do this, how to number the document
correctly and how to use Track Changes.

What tools to use to write, edit and create the
procedures?

If you use specialist tools for documenting the procedures, for
example, open source tools, give each person adequate training and
some best practices on how to use the product. You can save time
over the long run by sharing this information upfront rather than
expecting everyone to find out by themselves.

Likewise, make sure that all team members use the same version of
the product to avoid backward compatibility issues. Procedures
written in MS Word 2007 may not open in MS Word 2003, for example.

How to update the documents after each review?

During the Review Phase, each of the writers examines the draft
document. What the writers look for on a low level are things like
typos, incorrect spellings, and formatting issues. All of these are
important to ensure that the presentation is correct, but really
they need to go deeper.

For example?

They need to stress test the procedure so that the steps in the
correct sequence, that there are no ambiguities, and that key steps
have not been omitted. None of this has to do with presentation ¨C
it's to do with accuracy.

Is the procedure correct in ALL respects?

Can the user use this procedure follow these instructions and
achieve their goal?

Has the Reviewer explained exactly what needs to be changed to
correct the document?

Also, the Reviewers must update the Change Log and show that it's
status is D fro Draft or R for under Review.

Other areas that we will examine in the coming weeks include:

How to file, store, and archive procedures?

How to work with the SMEs?

How to submit status reports?

How to arrange interviews?

Where they can find templates, style guides and other support
material?

Do I have to do this? Shouldn't they know how to do this already?

Maybe yes, maybe no.

Not everyone on the team has the same level of experience that
you do. Try to gauge their level of expertise (especially if you
¡®inherit' writers from other teams) and walk through how the
documentation process works.

Ensure that the team understands their roles clearly. Ask them a
few questions to test their knowledge and see if they are
comfortable with their duties.

Once a week take a team member to lunch offsite and try to get a
feel for how the project is working for them. As a team lead, you're
likely to get wrapped up with deadlines, reports and other duties.
Spend time with your team and see where things are working and where
they could be improved. Avoid gossiping about co-workers, that's not
the point. Instead ask them how the current process could be
improved.

Process Improvement
- writing SOPs
provides opportunities to refine current processes. Feedback received during this activity
helps identify limitation of the current processes and potential problems that may arise.

Regulatory requirements - SOPs help
address legislative and regulatory requirements. Developing and maintaining SOPs is an
effective way to address safe work practice regulations.

Staff Performance - SOPs clearly describe
what staff are expected to perform in the workplace. SOPs remove ambiguity and provide an
objective mechanism for evaluating their performance.